Revised October 3, 2004

First United Methodist Church – Franklin, NC
“Safe Sanctuaries” Procedures
First United Methodist Church of Franklin, NC adopts the procedures detailed below. These procedures are intended to
provide a safe sanctuary for youth and children and protect adults from unfounded allegations of misconduct.
Procedures to Protect Children, Youth and Adults during Church Activities:
Supervision:
1. We require a minimum three-person rule , preferably two unrelated adults when there is a child or youth present.
All small groups will include at least three persons and must be held in locations that are not isolated, including
alone in a vehicle. Should an adult find himself or herself alone with a youth, they should make certain that they
are in a location where they can be seen, not in an isolated location. The door should be left open and physical
contact must be avoided.
2. All adult counselors working with children or youth must be twenty-one (21) or older. Any adult leader under the
age of twenty-one (21) shall have another non-related adult over twenty-one (21) in the youth/children setting.
3. There should be a maximum of ten (10) children/youth for every one (1) adult.
4. For overnight trips: Male youth will require a male adult counselor. Female youth will require a female adult
counselor.
Staffing:
1. Adult volunteer workers will be required to complete a volunteer application.
2. Adult paid and volunteer workers will be required to complete a medical/insurance/behavior information form.
These forms will be accessible during the event in case of accident/illness, or other emergency.
3. Adult paid and volunteer staff that work with children and youth will be required to complete a permission form for
background checks on criminal and DMV records. These completed forms for paid staff shall be given to the Staff
Parish Relations Chairperson and Senior Pastor for approval. These completed forms for volunteer staff shall be
given to the Education Committee Chairperson.
4. Associate Pastor will contact references and will do background checks. Information obtained for paid staff will be
sent to the Chair of the Staff Parish Relations Committee and the Senior Pastor. Information obtained for
volunteer staff will be given to the Education Committee Chairperson.
5. There will be a training session for all paid and volunteer staff working with children and youth each year at which
time the “Safe Sanctuary” policy and procedures, education about indicators of abuse will be covered. Failure to
comply with the “Safe Sanctuary” policy and procedures may result in that staff or volunteer person not being
allowed to serve on staff in the areas of children and youth ministries.
6. All adult paid staff working with children and youth shall obtain and maintain First Aid/CPR Basic certification as a
condition of their employment. Volunteers who routinely work with youth and children are strongly encouraged to
obtain and maintain First Aid/CPR certification. The Parish Nurse and Education Committee shall insure that First
Aid and CPR training is made available to all staff, volunteers and members of First UMC once per year.
7. All paid and volunteer staff working with youth and children shall sign a covenant to follow policy and procedures
prior to being permitted to participate in activities with children or youth.
Setting:
1. The “Two-Adult” Rule – No fewer than two adults shall be present during any church-sponsored program, event
or ministry involving children or youth. It is preferred, but not required that at least two adults be unrelated by
blood or marriage. Example: 2 adults per classroom or one adult per classroom with a roamer. This also
includes community organizations that use FUMC’s facilities when children or youth are involved.
2. The “Five-Years-Older” Rule – All adults who supervise activities for youth and children shall be at least five
years older that the oldest child or youth. This procedure does NOT prohibit adults who are less than five years
older than the youth or children in an activity from participating as “counselors” or “helpers” for the activity. This
rule requires that the two-adult rule be met by persons at least five years older than the children or youth in any
activity.
3. Windows shall be placed in the doors of all rooms where youth or children’s activities are routinely held or likely
to be held. Windows shall be installed as soon as financially practical to do so.
4. If a youth or children’s activity is held in any room not having a window in the door, then the door to the room
shall remain fully open during all aspects of the activity.
5. A window shall be placed in the door of the Pastor’s study, Associate Pastor’s study and any other room where
pastoral counseling or consultation are common. It is recognized that there may be times when it is necessary
Revised October 3, 2004

to protect the identity of the person or people being counseled. With this understanding the church secretary
and receptionist should be reminded of confidentiality.
6. Open doors shall be utilized for non-pastoral counseling of youth and children. It is preferred that such sessions
take place where other people are nearby yet not within hearing distance.
7. Pastoral counseling is expected to be confidential in nature so it is anticipated that such counseling will take
place behind closed doors. It is preferred that a pastor insure that pastoral counseling take place where and
when other people are nearby even though not within hearing distance.
8. Parents of the children and youth attending an event should be given in advance of the event, written details
about the event including a phone number to reach their child in an emergency. Parents or guardians shall
always be given advance notice and information regarding any activity in which their child will be participating.
Parents will be required to give permission for their children before the child’s participation in an activity.
Permission shall NOT be required for Sunday School. Parents may give a single “blanket: permission for
standard activities along with medical release form so long as the permission lists the anticipated activities of
the program. For children 5
th
grade and younger a child identification form shall be completed and kept on site.
9. First United Methodist Church must have parental permission forms on file for each child or youth to travel with
the church group. These forms should include emergency contact numbers during the activity for the children
and youth’s parents or legal guardians.
10. At all events 2 Counselors shall leave last to make sure all youth and children have left the event.
Housing:
1. When possible, youth (ages 11-18) will be housed separately from adults.
2. No child or youth shall be housed alone with an adult. There will be a minimum of three (3) adult persons when
children or youth are housed in the same room.
3. No child or youth and adult shall share a bed. In some instances, we use motel-style accommodations with two
double beds per room. The children or youth will share one bed and the adults the other bed, unless they are a
part of a family unit.
4. Co-ed rooming is not permitted (except married couples and family units).
5. All event participants and staff will adhere to the established curfew and covenant.
6. Visitation between males and females in hotel rooms or residence halls is prohibited unless directly supervised in
a group setting by the group’s responsible adult for devotional or group discussion times.
Medical:
1. Each youth and adult attendee must submit a completed medical / insurance form each year. Minor’s forms must
have a parent’s original signature. The originals of the form will be kept in the Associate Pastor’s office.
2. Group leaders should have a photocopy of all these medical forms in a file during the event.
3. Medical forms will be kept on site for the duration of the event.
4. First aid supplies will be available on site.
5. The church’s medical insurance coverage is supplemental and does not cover snow or extreme sports.
6. A written report will be completed in the case of any accident, medical emergency, or injury. Please submit the
form to the Senior Pastor or Associate Pastor. Some facilities also require an accident form to be completed.
Conduct:
1. Anything considered illegal under civil law and criminal law in North Carolina is illegal for children and youth
participants at First United Methodist Church. This includes issues related to tobacco use; drug use; alcohol
consumption, possession of firearms, weapons or fireworks.
2. Participants are to treat others as they would want to be treated to encourage positive nurturing relationships with
the whole group with out the use of profane language, without practical jokes that may be harmful; without any
two children or youth, or one child or youth and one adult, separating themselves from the group in isolated
locations; without inappropriate demonstrations of affection and physical contact.
3. For ALL adult counselors and ALL staff, a good rule of thumb for appropriate demonstrations of affection or
physical contact would be to never be alone with a child or youth; keep hugs brief; always be the one to end a
hug; never impose your touches on the child or youth in your group.
4. Clothing for all is expected to be modest and appropriate. Bathing suits for all females must be modest onepiece. Two-piece bathing suits are prohibited.
5. Children, youth, adult participants, and all staff, will be expected to observe all policies, guidelines, and covenant
of the event. This also includes host facility’s rules and regulations.
6. Local and host facility curfews will be enforced.
Revised October 3, 2004 3

Travel:
1. When possible, no child or youth should travel alone in a vehicle with only one adult unless it is their parent.
2. Youth may not leave the site of the church event without explicit permission from the church group leader or
designated adult staff.
3. Please let director of event know if any church or staff vehicles should leave event location before the event is
over.
Reporting In Cases of Abuse:
1. Any suspected or reported case of abuse that occurs during a First United Methodist Church Children or Youth
event should be reported IMMEDIATELY to two persons: the Senior Pastor and Associate Pastor. In the event
that any of those persons is implicated, the Staff Parish Relations Committee Chair and the Waynesville District
Superintendent must be notified within 24 hours.
2. The event coordinator must immediately have an incident report filled out with all available details. (Report forms
to be supplied) The form shall be given to the Senior Pastor or Associate Pastor where they will respond to the
action that should be taken.
3. The Senior Pastor or chairperson of the Staff Relations Committee shall communicate the complaint to the Macon
County Department of Social Services as required by the North Carolina Conference Communications Director.
4. If any complaint comes to the attention of the media, then only the Senior Pastor, District Superintendent or their
designee will release information to the media. Before any statement is reported to the media, the statement
must be sent to the Western North Carolina Conference Communications Director.
5. The Senior Pastor or Chairperson of the Trustee Committee shall communicate the complaint to the insurance
carrier providing liability insurance for First UMC as soon as he or she has received the complaint.
6. Any person named as an alleged offender in a complaint shall immediately be required to cease any contact with
children or youth through First UMC Franklin activities. The alleged offender may resume activities with youth
and children at such time as the District Superintendent, Senior Pastor and Staff Parish Relations Committee or
Education Committee (depending on paid or volunteer staff) shall deem it appropriate.
Endorsed by Church Council: August 22, 2004
Revised by Church Council: October 3, 2004
Implemented by April 2005

 Safe Sanctuary Policy (27.11 kB)